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Knowledgebase: Resource Central
KB0020 - Steps to set up Auto-Accept Agent/Resource Scheduling in Exchange Server

 

Summary

When a user places Appointments on those particular resources which have been previously configured with Resource Scheduling, it correspondingly acts and responds to their request, i.e. Resource Scheduling is used to help user automatically process resource booking using Outlook and Exchange. In this Knowledge Base article, Exchange Servers 2007, 2010, 2013 and Exchange Online are subjects to be mentioned.

Steps to set up resource scheduling in Exchange Server 2007

1. Create a new mailbox

This can be done either from the Exchange Management Console (EMC) or by using the Shell (PowerShell/Exchange Management Shell).

a) Create a new mailbox using the EMC:

Open EMC, expand “Recipient Configuration”, select Mailbox from the context menu:

Click [New Mailbox] in the Mailbox section of the Actions task pane. New Mailbox Wizard appears as shown in the figure below:

Note: In Exchange 2007, only disabled accounts can be used as resource mailboxes. When you create a new resource mailbox, the user account is disabled by default. If you click Existing User and then Browse, only disabled accounts are presented. Enabling the user account for a resource mailbox is NOT a supported configuration.

Click [Next] and follow the flow to finish creating a mailbox.

b)    Create a new mailbox using the Shell:

Open Exchange Management Shell, type the following command in the DOS prompt:

New-Mailbox -Name:"Resource1" -Alias:Resource1 -OrganizationalUnit:Users -Database:"Database Name" -UserPrincipalName:"Resource1@domain.com" -DisplayName:"Resource Mailbox" -Room

This will create a new resource mailbox. At the command prompt type:

Get-Mailbox Resource1 | fl *resource*

The output:

IsResource : True
ResourceType : Room

Notice the ResourceType is Room.

At this point, the resource mailbox is not completely configured. If you attempt to book the resource it will not automatically accept the meeting. After creating a resource mailbox, you'll need to configure it to auto-accept meetings to which the resource mailbox has been invited. Otherwise, the resource mailbox does not automatically accept meetings sent to it and meetings sent to it will sit in the calendar of the resource in a "tentative state".

Check calendar settings for the mailbox:

Get-MailboxCalendarSettings Resource1 | fl

The output shows that AutomateProcessing is set to AutoUpdate by default:

AutomateProcessing : AutoUpdate

If AutomateProcessing is set to AutoUpdate (the property that controls the automatic acceptance of meeting requests), then the meeting organizer receives no response from the resource. In order to accept a meeting, one would have to log into the resource mailbox (using an account that has permissions to access the resource mailbox) and accept it.

 

2. Enable Auto-Accept for a resource and configuring resource mailbox settings

Using the Shell or Outlook Web Access (OWA), you can configure a mailbox to automatically process meeting requests and cancellations.

a) Using the Shell:

Set-MailboxCalendarSettings Resource1 -AutomateProcessing:Autoaccept
Get-MailboxCalendarSettings Resource1 | fl

The output:

AutomateProcessing: AutoAccept

b) Using OWA:

You can log on to the resource mailbox using OWA and configure the resource account to automatically process meeting requests and cancellations from the Options page. What account do you use to log into OWA? Because the account for a resource mailbox is disabled, you can use either of the following methods to log into the resource mailbox using OWA:

  • Explicit OWA logon to the resource mailbox with credentials for an account that has FullAccess permissions to the mailbox.

Use this command to grant FullAccess permissions to User1 for the Conference Room1 resource mailbox.

Add-MailboxPermission -Identity:Resource1 -AccessRights:fullaccess -User:user1

After User1 has been given FullAccess rights, in your browser, enter the explicit URL for the resource mailbox: http://servername/owa/Resource1@domain.com. When prompted for credentials, enter the username and password for an account that has FullAccess permission to the resource mailbox - in this case User1.

  • Log into OWA using an account that has has FullAccess permissions to the resource mailbox and selectOpen Other Mailbox.
    1. Enter the normal URL for OWA: http://servername/owa
    2. When prompted for credentials, enter the username and password for an account that has FullAccess permissions to the resource mailbox.
    3. In the upper right corner of the OWA page, click the dropdown next to the logged on username, select Open Other Mailbox and then enter the name of the resource mailbox

When you log into a resource mailbox, click on Options and notice Resource Settings on the left pane as an available option just for resource mailboxes. You can set the following options on this page. Every single option via the shell is available on this page.

     1. Resource Scheduling

     2. Options

     3. Resource Scheduling Permissions

     4. Resource Privacy Options and

     5. Response Message

 

Steps to set up resource scheduling in Exchange Server 2010

1. Create a new mailbox

This can be done either from the Exchange Management Consolce (EMC) or by using the Shell (Powershell/Exchange Management Shell).

a)    Create a new mailbox using the EMC: Similar to activities implemented in Exchange 2007.

b)    Create a new mailbox using the Shell:

The following example can be used to describe how to create a mailbox using the Shell:

E.g.: Create a new mailbox with the following configuration:

  •          The resource mailbox resides on Mailbox Database 1.
  •          The mailbox's name is ConfRoom1 and the name will display in the global address list (GAL) as ConfRoom1.
  •          The mailbox is in the Conference Rooms organizational unit.
  •          The user principal name (UPN) is ConfRoom1@contoso.com.
  •          The Room switch specifies that this mailbox will be created as a room mailbox.

To do this, open Exchange Management Shell, type the following command in the DOS prompt:

New-Mailbox -database "Mailbox Database 1" -Name ConfRoom1 -OrganizationalUnit "Conference Rooms" -DisplayName "ConfRoom1" -UserPrincipalName ConfRoom1@contoso.com -Room

 

2. Enable Automatic Booking on a Resource Mailbox

Using the Shell or Outlook Web Access (OWA), you can Enable or Disable Automatic Booking on a Resource Mailbox.

a) Using EMC:

  • In the console tree, navigate to <Recipient ConfigurationMailbox.
  • In the result pane, select the resource mailbox that you want to configure.
  • In the action pane, under the name of the resource mailbox, click Properties
  • In <Resource Mailbox Name> Properties, on the Resource General tab, do one of the following:

- To enable the Resource Booking Attendant, select the Enable the Resource Booking Attendant check box. This allows the Resource Booking Attendant to process resource requests and cancellations automatically. 

- To disable the Resource Booking Attendant, clear the Enable the Resource Booking Attendant check box. 

  • Click Apply to apply the changes, or click OK to apply the changes and close the dialog box.

b) Using the Shell:

For example, you want to enable automatic booking for the resource mailbox of Room 222. To do this, open the Shell, type in DOS prompt:

Set-CalendarProcessing "Room 222" -AutomateProcessing AutoAccept

After this, the AutomateProcessing parameter is set to AutoAccept. With this setting enabled, the established booking policies will be used to determine if incoming requests will be accepted or declined.

 

Steps to set up resource scheduling in Exchange Server 2013

This can be done either from Exchange Admin Center (EAC) or the Shell (Powershell/Exchange Management Shell).

1. Using Exchange Admin Center (EAC)

In the EAC, navigate to Recipients --> Resources. Click New --> Room mailbox.

Complete the boxes on the New room mailbox page. You are able to set the booking policy or assign delegates during the creation of the resource mailbox, rather than as a secondary task after the mailbox is created:

2. Using the Shell

This example creates a room mailbox with the following configuration:

  • The room mailbox resides on Mailbox Database 1.
  • The mailbox's name is ConfRoom1. This name will also be used to create the room’s email address.
  • The display name in the EAC and the address book will be Conference Room 1.
  • The mailbox is in the Conference Rooms organizational unit.
  • The Room switch specifies that this mailbox will be created as a room mailbox.

To do this, open Exchange Management Shell, type the following command in the DOS prompt:

New-Mailbox -Database "Mailbox Database 1" -Name ConfRoom1 -OrganizationalUnit "Conference Rooms" -DisplayName "Conference Room 1" -Room

After that, you have to enable automatic booking for the created resource (ConfRoom1 in this example). To do this, open the Shell, type in DOS prompt:

Set-CalendarProcessing "ConfRoom1" -AutomateProcessing AutoAccept

Then, the AutomateProcessing parameter is set to AutoAccept.

Steps to set up resource scheduling in Exchange Online

This can be done either from Exchange Admin Center (EAC) or the Shell (Powershell/Exchange Management Shell).

  1. Using Exchange Admin Center (EAC)

Similar to Exchange 2013

 

  1. Using the Shell

Phase 1: Connect to Exchange online by Windows PowerShell

- Click Start, point to All Programs, click Accessories, click Windows PowerShell, and then click Windows PowerShell.

- Run the following command:

$LiveCred = Get-Credential

- In the Windows PowerShell Credential Request window, type the credentials of an account in your cloud-based organization. Then, click OK.

- Run the following command:

$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://ps.outlook.com/powershell/ -Credential $LiveCred -Authentication Basic –AllowRedirection

- Run the following command:

Import-PSSession $Session

 

Phase 2: Automates the processing of calendar requests to the specific resource mailbox

This example automates the processing of calendar requests to the resource mailbox Conf 212:

- Open Exchange Management Shell

- Run the following command:

Set-CalendarProcessing -Identity "Conf 212" -AutomateProcessing AutoAccept

 

Properties

Reference: TFS #2263

Knowledge base ID: 0020

Last updated: Feb 23, 2016